List Maintenance Manual - arlingtondiocese.org

Catholic Diocese of Arlington

List Maintenance Manual

User Documentation for the

Arlington Catholic Herald

January 2020

Version 1.3

Documentation Record:

Version 1.0 – Document Created, August 2019

Version 1.1 – Functionality Updates, September 2019

Version 1.2 – Functionality Updates, October 2019

Version 1.3 – Edits, January 2020

i

Table of Contents Introduction ................................................................................................................................................... 1

Support .......................................................................................................................................................... 1

List Maintenance Portal ................................................................................................................................ 1

Username and Password Lookup.............................................................................................................. 1

Login to List Maintenance Portal ............................................................................................................. 2

View Portal Information ........................................................................................................................... 3

Engagement Score .................................................................................................................................... 5

Search for a Parish Household .................................................................................................................. 5

Herald Subscription Types ....................................................................................................................... 5

Add a Household to Your Parish Subscription List .................................................................................. 6

Subscription Alerts ................................................................................................................................... 6

Unsubscribe a Household from Your Parish Subscription List ................................................................ 7

Export Portal Information ......................................................................................................................... 7

Parishioner List Upload Utility ................................................................................................................. 8

Parishioner List Upload via Secure FTP .................................................................................................. 9

Sign Out .................................................................................................................................................... 9

Unsubscribe................................................................................................................................................... 9

Subscriber Opt-Out and eNewsletter Sign-up Website .......................................................................... 10

Appendix A – LETTER FROM BISHOP BURBIDGE ............................................................................. 13

Receiving this for the first time? ............................................................................................................ 13

Appendix B – New vision, new era ............................................................................................................ 14

Catholic Herald evolving in mission and focus ..................................................................................... 14

Introduction Username and Password Lookup


For ACH and Parish Staff Use Only

Page 1 of 15

Introduction

Bishop Michael F. Burbidge, the Office of Communications and the Arlington Catholic Herald

established several goals to improve its ability to inspire, educate, and inform the Catholic

faithful in this Diocese. Bishop Burbidge approved the recommendation to change the Arlington

Catholic Herald’s publishing schedule from weekly to bi-weekly and to increase the circulation

to approximately 80% of registered households at all diocesan parishes.

In August 2019, the CDA Office of Information Technology partnered with the Office of

Communications and the Arlington Catholic Herald to provide an online subscription list

maintenance portal for parish staff.

In September 2019, a subscriber opt-out and eNewsletter subscription website was provided

directly from the Arlington Catholic Herald website.

This documentation outlines how to:

1. Access and use the list maintenance portal

2. Access the subscriber opt-out and eNewsletter subscription website

Support

Please contact the Herald Circulation Office at [email protected] or

703--841-2590- for the following:

• Circulation and subscription questions

• Increasing or decreasing your bulk subscriptions

• List maintenance portal questions

• Portal username and password assistance

• Parish list maintenance contact change

List Maintenance Portal

Every parish employee has a record in our iMIS diocesan database.

Username and Password Lookup

If you do not know your iMIS username and password, you can first look up your username and

then look up your password.

1. Open a browser window. We recommend Google Chrome.

2. Go to https://secure4.arlingtondiocese.org/List_Maintenance

mailto:[email protected]

https://secure4.arlingtondiocese.org/List_Maintenance

List Maintenance Portal Login to List Maintenance Portal



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3. The portal access page opens.

4. Click the username link.

5. Enter your email address and click SUBMIT.

6. An email with your username is sent to your email address.

7. In the email, click the provided link and reset your password.

8. Once reset, you can return to the portal website to login.

Login to List Maintenance Portal

1. Open a browser window. We recommend Google Chrome.

2. Enter https://secure4.arlingtondiocese.org/List_Maintenance

https://secure4.arlingtondiocese.org/List_Maintenance

List Maintenance Portal View Portal Information



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3. The portal access page opens.

4. Enter your iMIS username and password and click SIGN IN.

5. Use the drop-down to select your location and click SUBMIT.

View Portal Information

Your parish list in the List Maintenance Portal reflects the household registrations your parish

provides periodically to Ann Pometto, the IT List Maintenance Coordinator.

1. The portal Dashboard displays location summary information.

2. The individual blocks display your parish’s Herald subscriptions information

a. Registered Households are the total number of households in your parish,

according to your latest parish report. This number is used to calculate the

number of Herald parish assessment subscriptions paid for by your annual

assessment payment.

b. Target Subscribers represents the goal number of subscriptions for your parish

less your bulk copies.

List Maintenance Portal View Portal Information



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c. Current Subscribers provides a count for how many households are currently

subscribed to the Herald.

d. Bulk Copies provides a count for total bulk copies that your location receives.

e. Available Subscriptions provides a count for the remaining subscriptions you can

assign, either for a parish household or for a bulk subscription.

3. Use the navigation and display tools to view additional pages.

a. The button takes you to page 1.

b. The button takes you to the previous page.

c. The button takes you to the next page.

d. The button takes you to the last page.

e. The buttons takes you to a specific page.

f. The tool takes you to a specific page.

g. The Page size: field lets you set the number of individuals to display on a page.

4. Click a column heading to sort your list in ascending or descending order.

a. The ID column gives the household’s ID number in our iMIS database.

b. The Household column provides the name(s) of the adult head(s) in the

household.

c. The ACH Recipient column shows whether they are a current Herald subscriber.

d. The Recent Years Donated to BLA column shows how many times the household

donated to the BLA in the last 5 years.

e. The Employee column displays a Y, if any household member is a current

employee anywhere in the diocese.

List Maintenance Portal Engagement Score



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f. The Volunteer column displays a Y, if any household member is a parish or

diocesan volunteer, based on current Office of Child Protection information.

g. The CFE column displays a Y, if any household member has attended a

Conference for the Engaged in the last 5 years.

h. The OFL Conference column displays a Y, if any household member has attended

a Men’s or Women’s Conference in the last 5 hears.

i. The WorkCamp column displays a Y, if any household member attended

WorkCamp in the last 5 years.

j. The Engagement Score is calculated based on these participation columns and is

explained in further detail below.

Engagement Score

The portal provides a household Engagement Score as a tool to assist you in selecting

households to receive a Herald subscription. The Engagement Score is calculated based on

participation in diocesan fund raising, employment, volunteering and event attendance.

You and your pastor ultimately determine how to select your subscription recipients.

• 10 points are given for each BLA donation year within the last 5 years, up to 50 points

• 10 points are given if there are any diocesan employees in the household

• 15 points are given if there are any parish or diocesan volunteers in the household

• 10 points are given if a Conference for the Engaged was attended in the last 5 years

• 10 points are given if any OFL Conference was attended in the last 5 years

• 5 points are given if there are any WorkCamp household participants in the last 5 years

Search for a Parish Household

1. Enter the last name of the parish household in the Household name contains box and

click FIND.

2. The households which contain the information entered appear in the parish list.

Herald Subscription Types

There are several different Herald subscription types.

• Parish staff can work with PARISH_ASM (Parish Assessment) subscriptions

List Maintenance Portal Add a Household to Your Parish Subscription List



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• The Herald Circulation Office manages all subscription types

Add a Household to Your Parish Subscription List

1. Click the ID of the household you wish to add.

2. The household profile page contains address, phone and email information. If any

information requires an update, please include this household with your periodic

parishioner list update to Ann Pometto.

3. If a household has a subscription history, it appears in the Current Subscriptions section.

a. A Status – active subscription

b. I Status – inactive subscription

4. To provide a subscription to the household without an Active subscription, click the

Subscribe to Herald checkbox and click SAVE.

Subscription Alerts

If a household profile contains a Do Not Resubscribe alert, please do not add a new subscription

to their record.

List Maintenance Portal Unsubscribe a Household from Your Parish Subscription List



Page 7 of 15

Unsubscribe a Household from Your Parish Subscription List

1. Click the ID of the household you wish to unsubscribe.

2. Parish staff can only unsubscribe Parish Assessment subscriptions with an Active status.

For any other subscription type, please contact the Herald Circulation Office

3. Uncheck the Subscribe to Herald checkbox and click SAVE.

Export Portal Information

You can export your list to Excel for additional data manipulation.

1. Use the column headers to sort your data.

2. Click EXPORT.

3. Select CSV.

4. Use your browser tools to open the ResultsGrid_ExportData.csv file.

5. The file opens in MS Excel.

6. Filter your data as needed.

7. Save the file in the Excel Workbook (*.xlsx) file format.

List Maintenance Portal Parishioner List Upload Utility



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Parishioner List Upload Utility

You can use this utility to upload your periodic parishioner list updates to Ann Pometto. Files

must be in .xlsx, .xls or .csv format.

1. Click the ADD button.

2. Click SELECT to browse your network or computer to find the subscription list data file

and click Open.

3. Click SAVE & CLOSE.

Unsubscribe Parishioner List Upload via Secure FTP



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4. The utility displays the uploaded file.

Parishioner List Upload via Secure FTP

An alternate process for parishioner list updates is the Secure FTP process. Files must be in

.xlsx, .xls or .csv format.

1. Contact Ann Pometto, [email protected] or 703.841.2557, to request a

secure file upload email link and obtain your password.

2. In the Secure FTP email from Ann, click the file link.

3. Enter your password.

4. Click the Browse button to select the file to upload.

Note: Please include the letters ‘ACH’, your parish name, and the current date in your

subscribers list file name. Example: ACHStVeronica082319.xlsx

5. Click the Upload button.

6. If you receive an upload error message, contact Ann.

7. Close the browser window.

8. Ann will send a follow-up email to confirm receipt of your file.

Sign Out

When you finish using the list maintenance portal, click Sign Out.

Unsubscribe

If a Subscriber has a PARISH_ASM subscription, they have three (3) ways to unsubscribe from

the Herald.

• Online at https://www.catholicherald.com/Subscribe/

• Contact their parish office

• Call or email the Herald Circulation office

mailto:[email protected]

https://www.catholicherald.com/Subscribe/

Unsubscribe Subscriber Opt-Out and eNewsletter Sign-up Website



Page 10 of 15

If a Subscriber has any other subscription type, they must call or email the Herald Circulation

office.

Subscriber Opt-Out and eNewsletter Sign-up Website

Subscribers with a PARISH_ASM subscription can unsubscribe online at


1. In the Unsubscribe section, click unsubscribe.

2. The Unsubscribe webpage opens:

3. The household will need information from their Herald mailing label:

a. iMIS ID – circled in red above

b. Last Name

c. Zip Code





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4. Enter information in all fields and click continue.

5. On the You will be missed! page, click unsubscribe.

6. If you wish to subscribe to the eNewsletter, click the checkbox for ‘Sign me up for the

electronic newsletter’, enter your Email Address, and click confirm,

OR

if you do not wish to subscribe to the eNewsletter, click confirm.




Page 12 of 15

7. On the Your Unsubscribe Request is Complete page, click finish.

Appendix A – LETTER FROM BISHOP BURBIDGE Receiving this for the first time?



Page 13 of 15

Appendix A – LETTER FROM BISHOP BURBIDGE Thursday, September 12, 2019

Receiving this for the first time?

Brothers and Sisters in Christ,

The changes to the Catholic Herald announced in July will expand our communications efforts and move us toward the goal of reaching every household in our Diocese through the most effective tools available to spread the Good News. This vision will be executed in a twofold approach. First, by transitioning to a biweekly schedule, our print circulation will double, going from approximately 60,000 homes to 120,000 homes, which is 80 percent of our Diocese’s registered households. Second, we will also expand our digital media presence.

More than 40 years ago, the Catholic Herald was established to bring news and information to the faithful of Northern Virginia and we commend all who participated in this ministry throughout the years. More recently, we have received feedback from our survey of the faithful and from our priests, which informed us that you are looking for content to enrich your life, help you grow closer to God, and connect you with the Church in new and innovative ways.

With the rapid growth in digital and social media, in addition to the faithful desiring more inspirational and educational content, we knew that adapting to the changing media landscape enables us to serve you better. It assists us in offering inspiring stories and provides you the tools you need to proclaim and share the Catholic faith in your daily life.

As we begin this transition, we invite you to reach out to the Catholic Herald and share your ideas for stories, videos, podcasts, educational articles, and more. For example, if you know of someone living out their faith in an inspiring and beautiful way, let us know. If there is a teaching of the Church you want to understand better, send us an email. We want to hear from you! The Catholic Herald, in whatever form you receive it, is meant to serve you and your family. Your feedback will help us decide what changes should come next and make this a truly collaborative effort.

Your Catholic Herald will arrive in your mailbox every two weeks, unless you tell us otherwise. Even more information is available online and through social media. Please consider following both the Diocese and the Catholic Herald on Facebook, Twitter, Instagram and YouTube.

This is important: Please subscribe to the Catholic Herald’s weekly email as well. Go to bit.ly/338HGdW to receive the latest Catholic Herald content weekly and go to bit.ly/2KFZFOG to receive periodic emails from the Diocese about event information, the latest Walk Humbly podcast episode, reflections, important updates and more.

I hope and pray this new era and new vision for the Catholic Herald will be a blessing to you and your family as you walk in faith, in unity with the One, Holy, Catholic and Apostolic Church.

Sincerely in Christ,

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Appendix B – New vision, new era Catholic Herald evolving in mission and focus



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Bishop Michael F. Burbidge

Appendix B – New vision, new era Thursday, July 25, 2019

Catholic Herald evolving in mission and focus By BILLY ATWELL Special to the Catholic Herald

Two years ago, I arrived in our Diocese and began working to serve its mission. My immediate task, per the request of Bishop Michael F. Burbidge, was to observe and assess what we were doing in the area of communications and publishing — which, in the Catholic Church, centers on evangelization — as well as how we were doing that good work.

Bishop Burbidge and I discussed his vision and priorities for the Office of Communications and the Catholic Herald, and we established several goals to improve our ability to inspire, educate, and inform the Catholic faithful in this Diocese. Those goals included expanding our digital media content and outlets, increasing the distribution of our print publication to 100 percent of registered households, and ensuring that we are operating as efficiently as possible.

After thorough review, as well as consultation with the Presbyteral Council and the Bishop’s Executive Staff, Bishop Burbidge has accepted my recommendations to make the following changes to the operations of the Catholic Herald.

Daily, weekly and biweekly content

First, going forward, the primary destination for timely, daily diocesan and Church news will be the Catholic Herald website, CatholicHerald.com. This will not be the only place for news, but it will be the primary place we direct parishioners for information on the Church and our Diocese.

Second, for those who wish to receive weekly stories, videos and podcasts from the Catholic Herald, we will encourage subscriptions to our weekly e-newsletter. This resource already exists, but since it has not yet reached its potential, we will give it more attention. (On the Catholic Herald website, look for "Newsletter Signup" to join for free.) Lastly, the Catholic Herald will move to a biweekly print publishing schedule for the foreseeable future. In the summer time, the Catholic Herald already uses a biweekly schedule. As such, we will essentially not return to our weekly publishing schedule this September.

Expanding our readership

As you might expect, going from a weekly to biweekly schedule saves money in printing and postage. We will be reinvesting those funds by expanding our current print distribution of 40 percent of households to roughly 80 percent of households, with no need to increase annual parish assessment for the Catholic Herald , and it will not require staff reductions. Due to various factors, including print and postage costs, we will know soon exactly how much our distribution will grow. While this publishing change does not reach the desired goal of 100 percent of registered households, it is a great improvement.

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Appendix B – New vision, new era Catholic Herald evolving in mission and focus



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More focus on teaching the Faith

The 2017 Communications Survey clearly conveyed the desire of the faithful to understand better what the Church teaches (especially on contemporary issues) and why we believe what we believe. In fact, 57 percent said that information about the Church’s views on societal issues was "very important" and 28 percent said it was "somewhat important." Sixty-nine percent of people ages 18-24 said information about the Church’s views on societal issues was "very important."

The Catholic Herald’s evangelistic mission

The need to connect the faithful better to the wisdom and richness of the Church’s teaching is obvious. The Catholic Herald will be aligned even more closely to the larger vision and mission of the Diocese with these changes. The focus will be more evenly shared with our evangelistic mission of drawing people closer to God, especially those who have fallen away from the Church and/or no longer participate fully in the Faith. The Catholic Herald must reach out to those struggling in their faith and who are enticed by increasing cultural secularization. By inspiring, educating and informing the Catholic faithful, as an extension of the mission of our Bishop, we will more completely evangelize our brothers and sisters in Christ.

Growth in digital media

As we move in this new direction, the communications team and I will continue looking for innovative and creative ideas. This revised publishing schedule will give staff more time to devote to digital media, which has been growing rapidly across many platforms and shown tremendous promise. This potential was a major factor in identifying new operating models for our publication.

Through the extraordinary generosity of Bishop’s Lenten Appeal and Catholic Communication Campaign donors, Bishop Burbidge made an investment in the area of digital communications early this year with the completion of a new, hightech multimedia studio for podcast and video production. This studio has saved tremendous amounts of production time through its efficient build and has opened up new opportunities for interviews and storytelling. In fact, two multimedia producer roles were established with a sizeable portion of their time being devoted to studio production. The studio has elevated the ceiling of our potential.

Thank you!

Many of you have reached out expressing support for some of the newer projects the department has launched or tested. Please know how grateful your encouragement has been to me and the Communications team at the Chancery. Thank you for your support. If you have questions, recommendations or suggestions, please feel free to reach out to us anytime.

Atwell is the diocesan Chief Communications Officer.

Documents

List Maintenance Manual - arlingtondiocese.org